If you plan on selling or shipping goods internationally then you’ll need to fill out standard documents for exporting. You’ll want to check with your foreign customer and importer or freight forwarder to determine the exact documents required. You’ll want to ensure that you have the proper documents so your goods clear customs and reach their target market.
Common Export Documents
Pro Forma Invoice
A pro forma invoice is used to negotiate between the seller and buyer before exporting the shipment. The document is used to quote the export transaction and acts as the final commercial invoice when the goods finally clear customs at their import destination.
It contains:
- Description of the goods
- Importing country
- Quantity
- Price
- Weight
- Other specifications
- Decoration by seller stating they will provide the products and services to the buyer on a declared date and price.
Commercial Invoice
A commercial invoice is between the exporter and buyer. It explains the goods being sold and the amount paid. It is the main document used by customers to determine an amount for the customs duties. A government that uses the commercial invoice will control imports will often ask for a specific commercial invoice and want it to contain certain things.
Packing List
The packing list is detailed and informative compared to a domestic packing list. The export list will contain:
- Seller
- Date of shipment
- Invoice number
- Mode of transport
- Quantity
- Gross weight
- Net weight
- Dimensions
- Package marks
The packing list can also function as a conforming document. However, it is never a substitute for a commercial invoice.
US and foreign customs officials often use the packing list to inspect and check cargo so the information must be accurate.
Transportation Documents
Air Waybill
Airfreight shipments must have an airway bill. The airway bill is for goods shipped via an international air carrier. It features detailed information about the shipment and lets the items be tricked. Air waybills are not negotiable and are shipper specific instead of being order bills of lading such as those used for goods shipped on the vessel.
Bill of Lading
The bill of lading is between the goods owner and the carrier. It acts as a contract and is used for ocean shipments. There are two types of bills of lading: a straight bill of lading and a negotiable or shipper order of bill of lading. You can use the shipper order of bill of lading to buy, sell or trade goods even when in transit. A customer typically needs a bill of lading to provide proof of ownership and take possession of the shipped goods off the ocean carrier.
Export Compliance Documents
An Electronic Export Information Filing (EEI) acts as electronic export data and is filed in the Automated Export System (AES). The document is filed electronically using the Automated Export System. It is a service provided free of charge by the Census and Customs. Any shipment with items from Schedule B number that exceed $2,500 in value requires an export license.
U.S. Principal Part in Interest (USPPI)
The USPPI is listed in the EEI filed and is known as the Foreign Trade Regulations (FTR). It falls under the responsibility of the USPPI. It is the person who receives the main benefit (monetary) of the export.
Export Licenses
An export license lets you export goods in certain quantities to a particular destination. Export certificates are issued by:
- S. Department of Commerce’s Bureau of Industry and Security
- State Department’s Directorate of Defense Trade Controls
- Nuclear Regulatory Commission
- S. Drug Enforcement Administration
Destination Control Statement
The Destination Control Statement is required to export items listed on the Commerce Control that are outside the EAR99 or controlled under the International Traffic in Arms Regulations (ITAR).
Conclusion
In some situations, you might be required to submit additional export documentation. If you opt to work with Sobel Network Shipping Freight Forwarders, we will manage all required documentation. Contact us to learn more.
